The tutor payroll table does some basic summations that we believe will help you in your calculations. Each mode is calculated differently as described below.
- Logged Appointments Hours
Tutors must log their scheduled appointments. If they log the student as "present", this log will include a "duration" value which is used in this calculation. If marked as "absent", we add a token amount of minutes to the calculation to pay them for their time. The default is 30m but you can adjust this by emailing Penji.
- Scheduled Drop-In Hours
This table assumes that any drop-in shift a tutor was scheduled for, the tutor worked. This simply sums all scheduled drop-in shifts of a tutor.
- Logged Section Hours
Tutors are scheduled by admins to lead "sections". Many students can join a given section, and tutors log who came and who didn't. If at least one student comes to a given section, this table adds the scheduled duration of that section to this total
We can't customize these calculations for your specific case, but hope that this starting point will help for your own payroll run.
Two situations may lead to you overcounting your tutor hours:
- Overlapping Drop-in and Appointment Hours
Some centers choose to schedule a tutor for both drop-in hours and appointment hours at the same time. If the tutor gets booked for an appointment that time will be counted in our table; the tutor's scheduled shift will ALSO be counted in the drop-in row (double counting). To resolve this, you can pull up the Visits table in your data dashboard and filter down to the tutor in question and also filter down to 1-on-1 only. Alongside this, you can re-open your admin panel in a new tab and navigate to your Drop-in Tutor Hours page to see their scheduled shifts. Check if their appointments occurred during a scheduled shift, and add up those amounts to approximate the deduction for this tutor. See this image for a sample of these windows.
Once you've come up with a "deduction" for the tutor (an amount that Penji's table has overcounted there hours due to overlapping appointments and drop-in), input it into a spreadsheet as shown here:
In this way, you are adjusting the total hour value that Penji gives you down by any appointments that were counted on top of a drop-in shift.
- Overlapping Drop-in Shifts in Multiple Locations
Tutors can scheduled drop-in shifts that overlap with one another (for example, an in-person and zoom shift they will work in parallel. Penji will double count these hours as well. You'll have to look at their schedule hours and assess how many drop-in shifts a tutor had that occurred at the same time across two or more locations.